Job Description

About us

Hourglass is the only UK-wide charity, dedicated to calling time on the harm, abuse and exploitation of older people. We support older people experiencing (or at risk of) harm, abuse or exploitation, and work towards safer ageing and a fairer society for all older people.

We are professional, agile and innovative.

Our work environment includes:

Modern office setting Friendly and Supportive Team

Job Outline:

Based in our Sudbury office.

35 Hrs a week - Monday to Friday 9am to 5pm

As the

Executive Support Officer,

you will provide an efficient frontline service to people contacting the charity by telephone, email, or in person.

You will be responsible for the smooth running of the Executive administration functions, supporting all staff and the administration of the organisation. Your daily duties will include monitoring inboxes for the organisation, receiving and sending post, photocopying, scanning, updating spreadsheets, arranging dairies/meetings and pipelines.

Key Responsibilities

To support the administrative functions where required - including logging and banking of cheques and post.

To act as the immediate point of contact for the Executive Team, providing support to the CEO/DCEO with items such as organising travel arrangements, meetings, mail merge of individual or large mail-outs, preparing labels, assistance with appeal letters and offering general support.

To assist the Executive Project Lead in all administration functions.

To support the governance functions of the charity where appropriate.

To assist the Safeguarding Policy and Training Lead, monitoring the training inbox, sending holding responses to requests, as well as other training specific tasks.

To assist the Fundraising Projects Officer with admin requirements, including creating and posting of letters, updating pipelines and spreadsheets, running reports and conducting mailouts on request.

To maintain an overview of designated email boxes, ensuring emails are appropriately acknowledged and forwarding to a relevant staff member when necessary.

To monitor external directories, ensuring that the charities information is up to date.

To undertake bookings and administration of training events and conferences, assisting with promotion, booking venues, organising refreshments, creating documentation and attending events where required.

To respond appropriately to telephone, written and email enquiries, ensuring an effective receptionist system, open and distribute post in conjunction with other staff members, and maintain own diary (making travel/booking arrangements as necessary).

Organising the printing of charity leaflets, managing paperwork and updating systems with stock levels as required.

To undertake miscellaneous office duties as necessary, including photocopying, booking couriers, greeting visitors and providing refreshments for meetings etc.

To provide general admin support across the charity as required.

General

The post holder will be:

Prepared to travel as required to events and conferences throughout England (and occasionally across the UK), which could include some unsocial hours.

Expected to undertake other duties and responsibilities relevant to the nature, scope and grading of the post.

Expected to promote the vision, aims and objectives of the organisation and ensure that all contacts with external people and organisations fully reflect the professional approach of the organisation.

Aware that the duties and responsibilities highlighted in this job description may vary over time.

. The postholder must maintain confidentiality and observe requirements of the Data Protection Act

. Take part in ongoing 121s and appraisal systems and any required or identified training and development.

. The post holder must at all times carry out their responsibilities with due regard to Equality legislation and the charity's Equality, Diversity and Inclusion Policy.

. The post holder is required to be familiar with Health and Safety legislation and the Hourglass Health and Safety Policy and be aware of and observe any part of the policy related specifically to the duties and responsibilities of the post.

Person Specification

Essential

A Levels or equivalent, as a minimum

Strong organisation and planning skills - able to multi task across the charity

Strong IT skills competent in Microsoft, SharePoint, Excel Forms and Teams.

Experience

Experience of administration systems and office systems

Experience of using spreadsheets and databases

Skills and Abilities

Ability to work on own initiative

Excellent time management skills

Excellent verbal, written and presentation skills

Excellent proof-reading skills

Ability to work individually and as part of a team

Ability to be flexible in response to changing needs

Personal Qualities

Ambitious, innovative, self-motivated. Able to show empathy for people experiencing elder abuse and their families. Trustworthy, confidential, patient and a good relationship builder. Enjoys working individually and as part of a team.

Job Types: Full-time, Fixed term contract
Contract length: 12 months

Pay: 23,500.00-26,000.00 per year

Benefits:

Health & wellbeing programme On-site parking
Application question(s):

Are you located in the Sudbury area Do you have experience in administration and knowledge of IT
Work Location: In person